JOB DESCRIPTION FOR JOB TITLE:



Supervisor, Surgical Services Administrative Support & Operations AnalystJob Code: 302015FLSA Status: ExemptMgt. Approval: F. BatchelorDate: January 2022Department: Surg/OR – Operating Room AdminHR Approval: J. OlsonDate: January 2022JOB SUMMARYThe Supervisor, Administrative Support & Operations Analyst is a blended role responsible for the supervision of administrative staff in the University Hospital Surgical Services Department (UH-SSD) Scheduling Office and UH-Control Station, as well as for planning and leading projects related to computer applications and work within the UH-SSD. In the supervisor capacity, this position is responsible for ensuring the effective operation of the day to day activities of the scheduling office and control station including planning, organizing, highly complex scheduling, patient charging, and controlling the office workload. The supervisor monitors case times and status while collaborating with surgeons, anesthesia, and nursing supervisors to facilitate maximization of the surgical schedule and provide optimal patient flow. In the analyst capacity, this position serves as the primary liaison and support person for the UH-SSD ancillary software systems and liaison for all UW Health Information Services (e.g. Enterprise Analytics, Health Link OpTime/Anesthesia, etc.). This position participates in the development of workflows and system configuration, application deployment and support, change documentation, and support of staff education and training on application functionality. The incumbent is responsible for statistical reports, presentations, and projects including designing, data trending, interpretation, and analysis. This position carries out fact-finding and analysis, usually of a single activity or a routine problem, and applies established procedures. The supervisor may assist other systems analysts in preparing the detailed specifications required by computer programmers and may research and resolve routine user problems by requesting modifications to the existing systems when the solutions follow clear precedents. This position serves as a back-up for the Data Coordinator to ensure critical reports are generated timely.MAJOR RESPONSIBILITIESOperations LeadershipManages human resource issues in a responsible, respectful, confidential, and fiscally responsible manner including recruitment, onboarding, orientation, direction, supervision, performance evaluation, and disciplinary action.Monitors case times and status while collaborating with surgeons, anesthesia, and nursing supervisors to facilitate maximization of the surgical schedule and provide optimal patient flow. Assists in maintaining UH-SSD daily schedules, evaluating resource needs, and ensuring appropriate use of rooms and resources.Ensures staff are trained and provides for ongoing in-service educational opportunities.Develops and utilizes a process for effective fiscal management, including utilization of materials and supplies.Participates in preparation of UH-SSD budget.Participates in the development of annual department goals and objectives.Participates in reviewing policies and procedures.Supports a quality assurance program that incorporates patient care standards and meets Joint Commission and CMS guidelines and standards. Develops, maintains, and evaluates information and documentation to promote continuity of all patient care activities.Other duties as assigned.Operations AnalysisProvides support to the UH-SSD leadership and staff regarding the perioperative application (e.g. OpTime) for documentation and scheduling application.Leads the facilitation and development of additional procedures and base performance lists.Manages or participates in projects directly related to applications or other large projects in UW Health Surgical Services.Performs data analysis and interpretation; creates summary reports used for decision-making.Prepares and provides project documentation and regular status reports as well as departmental reports as needed.Collaborates with end-users to design, test, and validate data within reports.Assesses available application enhancements and requirements to facilitate continued improvements in software capability as required to meet the goals prioritized by UW Health and the UH-SSD.Performs testing of applications prior to implementation.Operations Liaison & SupportServes as a liaison between UW Health departments, medical faculty, support staff, UW Health Information Services, and vendor representatives during application research and design process. Coordinates implementation of applications between user groups.Promotes and participates in the process of marketing new programs offered at UW Health, particularly those offered through UH-SSD.Assists UH-SSD leadership in the analysis of information systems options to meet research and educational needs.Coordinates with team members to prepare for implementation of new applications and upgrades.Supports UH-SSD end-users with post-training assistance in the operation of new system applications and upgrades. Provides ongoing use education for application enhancements.Conducts system demonstrations for visiting groups and other hospitals and serves as a resource for other teaching hospitals installing similar systems.Assists in the development of data and recommends appropriate style of presentations.Assists in maintaining the Surgical Procedures master files in the current electronic medical record.ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS.JOB REQUIREMENTSEducationMinimumBachelor’s degree in Information Technology, Healthcare, Business, or related fieldPreferred Work ExperienceMinimum Three (3) years of relevant experience with Health Link OpTime/Anesthesia operations software, reporting, and analytics PreferredSupervisor experienceLicenses & CertificationsMinimum PreferredEPIC Optime CertificationRequired Skills, Knowledge, and AbilitiesExtensive software skills in Excel, database software, Power Point, Crystal, Business Intelligence Object-Launch Pads, and other EMR report writing toolsPrefer experience with Operation Room Information Systems software applicationsDemonstrates strong analytical skills; ability to gather information from users, define work problems, and configure computer tools and procedures to resolve problemsExpertise with admission, discharge, transfer, and charges related to the patients stay in the UH-SSKnowledge of computer technologyAbility to communicate effectively, demonstrate positive guest relations, and work with customers under stressful situationsStrong organizational skillsEffective interpersonal skills, including the ability to promote teamwork and ensure a high degree of internal and external customer satisfactionDemonstrates a consultative approach to working with users in assessing needs and requirementsAbility to manage multiple tasks with ease and efficiencyAbility to develop and maintain relationshipsKnowledge of and ability to provide statistical data analysis and quantitative/qualitative study designsAbility to work independently and achieve resultsAGE SPECIFIC COMPETENCY (Clinical jobs only)Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients.Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next, Infants (Birth – 11 months)Adolescent (13 – 19 years)Toddlers (1 – 3 years)Young Adult (20 – 40 years)Preschool (4 – 5 years)Middle Adult (41 – 65 years)School Age (6 – 12 years)Older Adult (Over 65 years)JOB FUNCTIONSReview the employee’s job description and identify each essential function that is performed differently based on the age group of the patient.PHYSICAL REQUIREMENTSIndicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position.Physical Demand LevelOccasionalUp to 33% of the timeFrequent34%-66% of the timeConstant67%-100% of the timexSedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.Up to 10#NegligibleNegligibleLight: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.? Even though the weight lifted may only be a negligible amount, a job is in this category when it requires walking or standing to a significant degree.Up to 20#Up to 10# or requires significant walking or standing, or requires pushing/pulling of arm/leg controlsNegligible or constant push/pull of items of negligible weightMedium: Ability to lift up to 50 pounds maximum with frequent lifting/and or carrying objects weighing up to 25 pounds.20-50#10-25#Negligible-10#Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.50-100#25-50#10-20#Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.Over 100#Over 50#Over 20#Other - list any other physical requirements or bona fide occupational qualifications not indicated above:Note:The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position. ................
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